Florida Tech's Fraternity & Sorority Crisis Management Plan

Florida Tech’s
Fraternity & Sorority
Crisis Management Plan

Emergency Phone Numbers:
EMERGENCY: 911 (dial 9 first if dialing on campus)
Office of Security and Safety: 674­8111
Health Center: 674­8078
CAPS: 674­8050
Hospitals:
­ Holmes Regional Medical Center: 434­7000
­ Wuesthoff Medical Center: 752­1200
­ Palm Bay Community Hospital: 434­8000
Local Fire Department: 674­5715
Local Police: 409­2200
Assistant Dean for Student Activities: 674­8080
Fill in for your chapter:
Chapter President:
CALL FIRST
Chapter Advisor:
Risk Manager:
House Corporation
Board President:
National
Headquarters:
Insurance Company:
Other:
Other:
Name Phone Number
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Crisis Management Plan
Crisis management is much more than just dealing with a crisis, it is stopping or
avoiding a crisis as well. It is also about crisis prevention, planning for a crisis,
and damage control after a crisis.
A fraternity or sorority emergency situation may be prompted by any of the
following occurrences:
An accident resulting in severe or fatal injuries, sexual assaults or
domestic disputes, or a member attempting or committing suicide
Fire or explosion in the fraternity chapter facility
Substantial damage to the chapter facility caused by storms, floods,
tornadoes, or earthquakes
Deliberate damage to the chapter facility from malicious mischief,
sabotage, or riots
Chapter member, members, or the entire chapter being accused of
violating local, state, federal, or university/college laws, rules, and
regulations
There may be other types of emergencies, which are not identified specifically
above. When an event like this occurs, it can do irreparable damage to the future
of the chapter if not handled correctly.
The guidelines listed below will help the chapter deal with the crisis in the most
effective and efficient way and put the chapter on the track towards normal
operations. Please contact your National Headquarters for crisis management
information specific to the organization.
Procedures to be followed by the Chapter President in the event of an
emergency or tragedy:
MAINTAINING CONTROL
Be certain that everyone in your chapter knows the president is in command of
every emergency situation. In the absence of the president, you should have a
rank ordering of officers (chain of command):
l. President
2. _____________________________
3. _____________________________
4. _____________________________
5. _____________________________
PROCEDURE WITH A HOUSE
1. If a crisis has occurred at the chapter house, close the house at once.
2. Permit only members and appropriate officials to enter. Halt all incoming
and outgoing telephone calls, except those of an emergency nature.
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MANDATORY MEETING
In most crisis situations, you will want to call a mandatory chapter meeting, for
actives and pledges/associates, as soon as possible. Make sure your chapter
advisor or other member of your alumni advisory board is present. At this
meeting:
1. Explain the situation and gather facts.
2. Project a strong leadership image to let your members know everything is
under control so they will remain calm.
3. Clarify who is the spokesman (normally the chapter president). No one
else should make statements or answer questions about the situation.
4. Instruct members not to discuss the incident with anyone, including
boy/girlfriends and family members, until the situation has been resolved.
5. In the event of a fire or accident, members should, of course, be
encouraged to notify their parents to let them know they are okay.
6. Give a detailed plan for the next several days.
7. Instruct your members to cooperate with campus or law enforcement
officials investigating an incident.
8. If there is an evacuation: be sure to get a list of where your members are
going and a phone number that they can be reached at.
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EMERGENCY PHONE CALLS TO MAKE
You need to make several phone calls immediately. Make it clear to your
members to CALL THE PRESIDENT FIRST when there is an emergency.
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WHAT TO DO DURING A HURRICANE
Hurricane Information
Hurricane Season
­ June 1–November 30
Hurricane Watch/Alert
­ The first warning that usually come 36 hours before landfall
Hurricane Warning
­ Normally issued 24 hours before the storm is expected to strike the coast
Before the Storm
Hold a mandatory meeting to inform all of your chapter members
­ (see MANDATORY MEETING above)
­ GET A LIST OF WHERE YOUR MEMBERS ARE GOING AND A PHONE
NUMBER WHERE THEY CAN BE REACHED
Make sure:
• All electrical equipment (stereos, computers, radios, etc.) are placed on the
floor and unplugged.
• All windows should be closed tightly and locked, and curtains should be
closed.
• Valuables should be placed in lockable drawers or lockers and should
remain locked throughout the storm. Doors should be locked when
occupants are not in the room.
• Students who own cars should set the emergency brake and put the car in
park or reverse gear. All windows should be closed and the car locked.
• Students should supply their own battery­powered flashlights in case of
power failure. Candles or other flame­type lighting should not be used under
any circumstance; fire is uncontrollable during a hurricane.
Food on Campus:
• Evans Dining will be the center for all food service activity during a hurricane
emergency period.
• The last meal served at Evans will end a minimum of 12 hours before the
expected landfall of the storm. Depending on the severity of the storm
(category 1 or higher), “survival bags” of snack food and water will be issued
during the last meal service.
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During the Storm
­ If the university has NOT evacuated the campus/closed the residential
facilities:
o residents who have chosen to remain on campus STAY INDOORS
throughout the entire hurricane
o Close their doors and remain in the hallway
o Remain away from glass windows. Do not attempt to open doors
or windows to see what is happening.
o Report all accidents, injuries, broken windows and excessive water
to your RA.
o Telephone calls should only be made in case of an emergency.
o “Hurricane parties” are NOT allowed. Do not drink alcohol.
Everyone needs to think clearly during a hurricane.
o Fill cooking containers with water for drinking purposes and store
them in your refrigerator.
o Have enough canned food and other non­perishables on hand to
last at least three (3) days.
Evacuation
­ The university is NOT a designated shelter
­ The evacuation center for students living on campus is Riviera Elementary
School, 351 Riviera Drive NE.
­ Shuttle schedules will be posted at Evans Dining Hall, the residential
facilities and Campus Security.
Information Sources
AM RADIO
WMMB 1240 KHZ
WTAI 1560 KHZ
TELEVISION
WESH Channel 2
WCPX Channel 6
WFTC Channel 9
FM RADIO
WFIT 89.5 MHZ
WRLQ 99.3 MHZ
WGGD 102.3 MHZ
WHKR 102.7 MHZ
WAIA 107.1 MHZ
Additionally, more information about hurricanes and procedures can be found
on the following Web sites:
• www.redcross.org (preparation/safety tips)
• www.nhc.noaa.gov (storm information)
• www.fema.gov (relief information)
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SUICIDE & PSYCHOLOGICAL DIFFICULTIES
In The Event An Actual Attempt Is Made Or An Attempt Is Imminent Or In
Progress:
1. Call 911 if medical attention is required
2. Call chapter president and the Assistant Dean for Student Activities.
3. Insure that the student is not left alone
4. Accompany student if he/she is brought to the hospital.
5. The student should undergo a psychological or psychiatric evaluation.
6. Students are not released from the Emergency Room unless the physician
(usually a psychiatrist) determines that the student is no longer an imminent
danger to him/herself.
7. Always keep in mind the student’s right to confidentiality. Be extremely
careful in answering questions or discussing the situation with other
brother/sisters without the student’s permission *.
* For more information concerning a student’s rights to confidentiality see
“Family Education Rights and Privileges Act of 1974” in section 11. There is
no problem with confidentiality for you to release information to your chain of
command, the Student Health Services, Student Counseling Service, and/or
the Help Line.
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If You Learn Of A Student’s Intent To Commit
Physical Harm:
1. DO NOT ATTEMPT TO COUNSEL THE STUDENT ON YOUR OWN!
2. Before any specific actions can be determined, the seriousness of the
students’ intentions must be determined. The following are some questions
that should be raised in evaluating a suicidal plan:
Does the person have a plan for committing suicide?
How specific are the plans with regard to method, time, place, and other
details?
How lethal is the method?
How violent, dangerous, or bizarre is the method or overall plan?
How available are the means of self­destruction the person plans to use?
Does the plan permit the possibility of rescue?
Has the person already started on his/her plan?
Do not be afraid to ask about suicide directly — you will not be “putting ideas
in their head”, a common myth regarding suicide.
Possible methods and questions to raise about their plans:
Gun: What kind, where is it, are bullets available?
Hanging: Where, how?
Jumping: Where, from what height?
Car accident: Where, how (crashing into a stationary object, another car)?
Pills/drugs/alcohol: What kind, how much, or how many, from what source, in
what combination?
Cutting with sharp objects: What part of the body will be cut, how (knife or
razor, slashing or stabbing)?
Is the object easily accessible or available to where the student is now?
Drowning: Where, how deep is the water, how cold is it?
Poison: What kind, how will it be obtained?
Turning on gas: Where?
Carbon monoxide poisoning with a motor vehicle: Where, how?
NOTE: The risk of suicide is greatest when the plan is specific, the method is
lethal, the means are available, and there is little or no possibility for the
person to be rescued by others.
3. Information concerning the seriousness of a student’s intention should be
communicated and discussed with your Chapter Advisor and/or
National/International Office.
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WHEN A MEMBER IS INJURED, BECOMES
SERIOUSLY ILL, OR DIES
1. Do NOT notify parents.
a. In the event of a serious accident or illness: the medical personnel
will notify parents and advise them of the student’s physical
condition.
b. In the event of a death: the appropriate school or fraternity official
should notify parents.
c. If the situation is a death outside the house: do not announce it until
a fraternity staff member or official has arrived to help. Be very
careful about this information. If the member or associate member
was living in the house, do not move any of the deceased student’s
personal possessions.
MAKING PUBLIC STATEMENTS
1. It is important that all members remain calm during the crisis.
2. Ask them to cooperate in halting outgoing phone calls until the situation is
under control.
3. Do not discuss the situation until the Assistant Dean for Student
Activities, chapter advisor, or housing corporation president arrives.
4. Instruct your members to make no statements to anyone other than school
or fraternity/sorority officials.
5. As the president, you make any appropriate statements to the media after
the situation is under control and you have discussed the content of your
statement with school and fraternity/sorority officials.
6. Make sure, however, that everyone knows what your statements will be.
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